Confirmation
Cyberscape requests that all bookings be confirmed within 48 hours of being made for them to be guaranteed. Should written confirmation not be supplied, the booking may be released and the conference space sold to another client. Confirmation of a booking indicates acceptance of these terms and conditions of booking.
Deposits
Cyberscape reserves the right to require payment of a deposit to a predetermined amount, details of which will be specified in the contract provided.
Should the client fail to pay a deposit within 10 days of being required to do so, Cyberscape may treat the booking as having been cancelled by the client.
In the event that a cancellation fee needs to be implemented, the deposit is non - refundable and will be set against any cancellation fees that may arise.
Cancellation of Bookings
Any cancellation or postponement of a confirmed booking will be subject to the following cancellation charges:
Notice given |
Cancellation fee |
4 months plus |
Nil |
9 – 12 weeks |
25% |
4 - 8 weeks |
50% |
0 - 3 weeks |
100% |
Cyberscape classes the working week as Monday to Friday, excluding Bank Holidays. If an alternative cancellation policy is issued at the time of booking, this would supersede that detailed above.
Contracted Number Of Bookings
Contracted delegate numbers can be reduced by up to 10% and will not be charged for if the company is notified at least 7 calendar days in advance of the event.
Examples: Contracted numbers = 20 delegates
10% reduction = 2 delegates
No. delegates charged for = 18 (advance notice given)
Should actual numbers on the day fall below the contracted number of delegates, the contracted number will be charged for.
Health and Safety
To assist Cyberscape with the safety of all delegates, please notify on return of contract any delegates with disabilities or special requirements to enable provisions to be made to ensure guests welfare and safety.
VAT
All contracts are inclusive of VAT (at time of print VAT is at 17.5%).
Settlement of Accounts
The balance payment for the contracted number is due on or before the contracted date, payable by company cheque. Any adjustments agreed for extra numbers or services will be invoiced and forwarded to the client for settlement within 30 days of invoice, after which interest may be chargeable at 3% above bank rate.
Any payments / deposits paid by credit card will be subject to additional charges.
Consumption of Food or Drink
Clients on our premises must comply with licensing regulations. Consumption of food or drink other than supplied by Cyberscape or The Island is not permitted without prior agreement.
Room Allocation
Cyberscape reserves the right to alter the suite allocated, to another suitable suite should this be necessary.
Damage
The client may not affix signs, displays or posters to the fabric of the venue without the prior consent of Cyberscape. Any damage caused to equipment, furniture, décor, carpet, wall coverings either in the rooms, public area or to the exterior of the building, will be billed to the client.
Hours of Conference
Should an event overrun from the times stated at the time of booking an additional charge may be levied at the discretion of Cyberscape.
Car Parking
Free car parking is available in the spaces directly adjacent to The Island. More parking is available on the Council car park behind The Island as ‘Pay and Display’. Please be sure which parking facility you are using so you don’t get ticketed on the Council car park for not paying.
External Noise
Cyberscape will endeavour to discourage any obtrusive external noise disturbance. However, should this occur and it is beyond the control of Cyberscape, Cyberscape may not be held responsible.
Fire Regulations
The client organisers will be briefed as to fire procedures. In accordance with that procedure they are responsible for ensuring their delegates respond in the proper manner.
Clients' Own Equipment
Cyberscape is in no way liable for any loss or damage to equipment or personal belongings in the venue suites or public areas, either during the working day or when the building is closed. The client must ensure that any equipment brought to the venue complies with current Health & Safety Legislation
Internet Access
Cyberscape offers complimentary Internet access to delegates. Please confirm your Internet requirements on booking.